Slide 1 - Using Tables, Sparklines and Conditional Formatting Using Tables, Sparklines and Conditional Formatting Module 5 Page 1 of 27
Slide 2 - Lesson Objectives Lesson Objectives Explore the find and replace options Learn about data validation learn about hyperlinks Understand how to use headers and footers. Page 2 of 27
Slide 3 - Conditional Formatting Conditional Formatting Conditional formatting can be used to highlight exceptional values, or identify ranges or data. To use conditional formatting, you must first ensure that you have selected all of the values in the list that you would like to apply this formatting to. There are several different ways that this can be used. Page 3 of 27
Slide 4 - Conditional Formatting Conditional Formatting Top/Bottom Rules: These rules can be used to identify the values that are above or below average, values that fall in the top or bottom 10%, or the top or bottom 10 values. These values will then be highlighted in the list. To use a Top/Bottom rule, simply click on the Conditional Formatting button and select the rule that you would like to use. Select the number of items that you would like highlighted, and the colour that should be used to highlight them. Click OK. Data Bars: Data bars can be used to easily visually compare the values in cells, in much the same way as a bar chart. Excel will draw a bar in each cell, with the length of the bar corresponding to the value in the cell, compared to the value of other cells in the selected range. To use data bars, simply click on the Conditional Formatting button, select Data Bars, and click on the colour and style of data bar that you would like to use. Page 4 of 27
Slide 5 - Conditional Formatting Conditional Formatting Color Scales: Color scales use colours to show the range of values form lowest to highest. This allows you to easily compare the value of a cell to that of other cells in the range. A colour scale will use different shades of one, two, or three colours to indicate the position of values in the range. To use a color scale, simply click on the Conditional Formatting button, select Color Scales, and select the scale that you would like to use. Page 5 of 27
Slide 6 - Conditional Formatting Conditional Formatting Icon Sets: An Icon Set can be used to provide icons that make it easy to interpret values at a glance. You can use coloured arrows to indicate changes in values, green ticks and red crosses to indicate if results are correct or not, or a number of other icons. To use an icon set, click on the Conditional Formatting button and select Icon Sets. You can simply select the icon set that you would like to use, or you can click on More Rules in order to specify exactly how the icons should be used. If you no longer wish to use conditional formatting, select the cells that you wish to remove the formatting from, click on the Conditional Formatting button, and select Clear Rules. Click Clear Rules from Selected Cells. You can also remove all conditional formatting on the worksheet by selecting Clear Rules from Entire Sheet. Page 6 of 27
Slide 7 - Exercise 2 Page 7 of 27
Slide 8 - Exercise Conditional Formatting Icon Sets: An Icon Set can be used to provide icons that make it easy to interpret values at a glance. You can use coloured arrows to indicate changes in values, green ticks and red crosses to indicate if results are correct or not, or a number of other icons. To use an icon set, click on the Conditional Formatting button and select Icon Sets. You can simply select the icon set that you would like to use, or you can click on More Rules in order to specify exactly how the icons should be used. If you no longer wish to use conditional formatting, select the cells that you wish to remove the formatting from, click on the Conditional Formatting button, and select Clear Rules. Click Clear Rules from Selected Cells. You can also remove all conditional formatting on the worksheet by selecting Clear Rules from Entire Sheet. Page 8 of 27
Slide 9 - Sparklines Sparklines Sparklines are small charts that can be placed in the background of cells. These charts have no axis and are used to provide easy to interpret information about trends or variations in collected data. There are three different sparklines chart types that are supported by Excel: Line this is similar to line graphs and can be used to view trends or changes in data over time. Column this type of sparkline should be used to show the number, or frequency, of different categories of data. Win/Loss this shows if data is positive or negative. Page 9 of 27
Slide 10 - Sparklines Sparklines To insert sparklines into a worksheet, select the cells in the worksheet that contain the data that you would like to show using sparklines. Click on the Insert tab on the Ribbon and select the type of sparkline that you would like to insert. In the Create Sparklines dialogue box, ensure that the data that you would like to use has been selected. In the Location Range field, enter the cells where you would like the sparklines to be placed. Click OK. Sparklines will now appear in these cells. Page 10 of 27
Slide 11 - Sparklines Sparklines You can change the type or appearance of sparklines using the Design tab on the toolbar. This tab is only available when you click on the cells containing sparklines. You can choose to highlight the high, low, first, and last points in the data, change the sparkline colours, and styles. Page 11 of 27
Slide 12 - Transposing Columns & Rows Transposing Columns & Rows Sometimes you may have data in rows that you wish to rearrange in columns, or vice versa. You may even have a table that is arranged in columns, but you would prefer to have it in rows. You can easily transpose the data in Excel by using Paste Special. Page 12 of 27
Slide 13 - Transposing Columns & Rows Transposing Columns & Rows First, select and copy all of the cells that you wish to transpose. Select a cell into which you would like to transpose the data, then click on the arrow below the Paste button in the Ribbon, and select Paste Special. You can also right-click on the cell and select Paste Special. In the Paste Special dialogue box, select the Transpose checkbox, then click OK. The transposed data will now be pasted into the workbook. If there are any formulas that are transposed, cell references to transposed data will be automatically updated. Page 13 of 27
Slide 14 - Creating Outlines Creating Outlines Outlines can be used to help manage the amount of data visible in a worksheet. You can group data and use outlines to show or hide different groups of data. If you have a large worksheet and would like to use outlining to make it easier to do, you must first sort the data. You can do this by selecting the column that you would like to sort and clicking on the Sort & Filter button, located in the Editing group on the Ribbon. You may have different sort options depending on the type of data in the columns that you have selected. Click on the sort method that you would like to use. The Sort Warning dialogue box will open, notifying you that there is data next to your selection. You should choose to expand the selection, then click OK. The data will now be sorted. Click on the Subtotal button to insert summary rows. These are rows that provide a summary of the contents in each group. The Subtotal dialogue box will open. Page 14 of 27
Slide 15 - Creating Outlines Creating Outlines In the At Each Change In field, select the column that you would like to subtotal (this should be the column that you have sorted). In the Use Function field, select the function that should be used to calculate the subtotals. In the Add Subtotal To field, select the column that you would like the subtotal to appear in. Click OK. The subtotals will now appear in the worksheet, and the data will be outlined. This will allow you to collapse or expand each separate group of outlined data by clicking on the + and buttons to the left of the worksheet. If you no longer wish to use outlines, you can click on the arrow next the Ungroup button, and select Clear Outline. Although using subtotals is the most common method of using outlines, it is not essential. You can select a group of rows, then click on the Group button located in the Outline group on the Ribbon. The selected rows will now be grouped. Page 15 of 27
Slide 16 - Tables Tables Tables can be used in Excel to manage and analyse data. You can filter columns, add calculated columns and total rows, and analyse the data in a table independently of data in the rest of the worksheet. To create a table in a worksheet, you can either format existing data as a table, or create an empty table and then enter data. To do this, select the cells that will be used in the table and click on the Table button, located in the Tables group on the Insert tab on the Ribbon. Page 16 of 27
Slide 17 - Tables Tables In the Create Table dialogue box, enter the location of the data that you would like to go into the table, or the location that you would like to place the table. Click OK. If necessary, enter your data into the table. If you need to add an additional row or column in a table, right-click on the cell that borders the location where you would like to insert a row or column, and select Insert. Click on either Table Columns To The Left, or Table Rows Above. If you would like to delete a row or column, right-click on a cell in the row or column that you would like to delete, then select Delete. Click on either Table Columns or Table Rows in order to delete the row or column. Page 17 of 27
Slide 18 - Tables Tables You can also insert additional rows or columns using the Insert button on the Home tab of the Ribbon. Select Insert Table Rows Above to add additional rows. Select either Insert Table Columns To The Left, or Insert Table Columns To The Right to add additional columns to the table. Most tables will have titles. If you do not want titles to be displayed, uncheck the Header Row checkbox in the Table Style Options dialogue box. Page 18 of 27
Slide 19 - Table Styles Table Styles There are a number of different styles that can be applied to a table in order to dramatically change its appearance. These styles can be found in the Design tab which appears when you click on a table. To apply a style to the table, click on the style that you would like to use in the Table Styles group. You can preview a style before applying it by simply hovering the cursor over the style. Page 19 of 27
Slide 20 - Table Styles Table Styles You can further customise the appearance of the table by changing the selected settings in the Table Style Options group on the Ribbon. This will allow you to hide the header row, add a total row, add emphasis to values in the first column, use banded rows or columns, add emphasis to values in the last column, and hide or display the filter button. Page 20 of 27
Slide 21 - Exercise 3 Page 21 of 27
Slide 22 - Exercise 3 Table Styles You can further customise the appearance of the table by changing the selected settings in the Table Style Options group on the Ribbon. This will allow you to hide the header row, add a total row, add emphasis to values in the first column, use banded rows or columns, add emphasis to values in the last column, and hide or display the filter button. Page 22 of 27
Slide 23 - Sorting Data Sorting Data It is easy to sort data in a number of different ways when you are using tables. You can sort data simply by clicking on the filter button and selecting one of the sort options. You can sort data on multiple columns by clicking on the Sort & Filter button on the Home tab, and selecting Custom Sort. The Sort dialogue box will open. To choose the first column to sort on, click Add Level, then select the column to sort on in the Sort By field. In the Order field, click on the sort order that you would like to use. You can click on the Add Level button to add additional columns to sort by, and you can have up to 8 sort levels. If you would like to change the order of the columns that you are sorting on, click on the filter and click on the up or down arrows in order to change the priority of the filter. Page 23 of 27
Slide 24 - Sorting Data Sorting Data When you have finished configuring all of the items that you wish to sort on, click OK. The table will now be sorted. Page 24 of 27
Slide 25 - Filtering Records Filtering Records You can also filter the data that is being displayed by clicking on the Number Filters, Text Filters, or Date Filters button and selecting the type of filter that you would like to use. This will open the Custom AutoFilter dialogue box. Configure the filter that you would like to use, then click OK. The table will now only display the rows that meet the conditions of the filter. To clear the filter and show all of the values again, click on the filter button, and select Clear Filter From Column. All of the data will now be displayed. Page 25 of 27
Slide 26 - Filtering Records Filtering Records If you have duplicate information in a table, you can use the Remove Duplicates function (located in the Tools group on the Design tab) to remove duplicate values. This will open the Remove Duplicates dialogue box. Select the columns which you would like to remove duplicate values from, then click OK. The duplicate values will now be removed from the table. Page 26 of 27
Slide 27 - Module Complete Module Complete Congratulations on completing this module, to continue please use the X symbol in the navigation bar at the bottom of this page and select the next module on your learning portal Page 27 of 27